Quality Control/Indexing Technician

UCLA Health and David Geffen School of Medicine; Rancho Mirage (CA); On-site; USD 36,000 - 48,000; Full time

Job summary

UCLA Health and David Geffen School of Medicine seeks a Records Scan/Index Clerk to route documents to the correct patient folders and encounters, ensure accurate indexing, and maintain high-quality scanned images. You will follow procedures, verify patient names and medical record numbers, and support chart prep and release requests as needed.

A high school diploma or GED is required, and clerical healthcare experience is preferred.

Qualifications

• High school diploma or GED (or higher) required.
• Clerical experience in medical records preferred.
• Knowledge of medical terminology.
• Experience with medical record systems preferred.
• Ability to use Microsoft Office suite and related software.

Responsibilities

• Retrieves documents and scans according to procedure within established timeframe.
• Indexes documents to the correct patient/encounter and assigns the correct document name.
• Ensures patient name and medical record number are documented on each page.
• Maintains scanner setup and performs basic maintenance; logs maintenance.
• Reviews work queues daily to ensure timely processing and accuracy.

Skills

Microsoft Office Suite

Patient communication

Adaptability

Problem solving

Time management

Written and verbal communication

Medical terminology

Medical records software

Education

High school diploma / GED

Higher education (preferred after 2025)

Tools

Electronic medical record systems

Job description

Job Objective:

Responsible for scanning and indexing all documents to the appropriate patient folder/encounter utilizing the correct document name; ensures that all records/documents are scanned into appropriate system are of the highest quality possible.

Job Description:

Education:

Required: High school diploma, GED or higher level degree if hired after March 1, 2025

Licensure/Certification:

N/A

Experience:

Preferred: Clerical experience in medical records or other healthcare setting

Essential Responsibilities:

• Demonstrates compliance with Code of Conduct and Compliance Policies and takes action to resolve compliance questions or concerns and reports suspected violations.
• Retrieves documents and performs scanning process according to procedure and within established timeframe.
• Performs indexing process with accuracy; each document is indexed to the correct patient/encounter and assigned the correct document name; ensures that all scanned documents are positioned correctly; identifies and corrects those that are not and fixes them; identifies and marks documents that are poor quality; rescans these documents.
• Splits and merges documents within an encounter as appropriate; inserts pages/documents when and where appropriate.
• Inserts and appends pages/documents when and where appropriate, if applicable.
• Ensures that patient name and medical record number are documented on each page 100% of the time.
• Groups all color graphs, photographs, EEG strips, and other difficult to scan documents together for special handling, if applicable.
• Prepares all documents and assembles all documents in designated date sequence and appropriate order as outlined in chart prep policy, if applicable.
• Prepares batch cover sheet for each batch; creates each batch for inpatient, outpatient, and emergency room according to procedure; writes each indexed batch to the appropriate queue according to workflow procedure, if applicable.
• Verifies that bar-coded documents are correctly indexed, if applicable.
• Reviews assigned work queue(s) daily and ensure timely processing of all assignments in the queues, if applicable.
• Maintains appropriate setup for scanner to ensure optimal image results; cleans scanner weekly; completes maintenance log according to instructions, if applicable.
• Tracks and manages medical records release requests; calling physician offices to follow up on requests, logs in receipt of medical records, if applicable.
• Prepares medical record for physician review; scans documents after review by MD and labeling of appropriate documents to be scanned, if applicable.
• Maintains organized medical records scanning process ensuring compliance with HIPPA regulations.
• Performs other duties as assigned.

Essential Skils:

• Ability to use Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other relevant software applications
• Ability to communicate with patients, healthcare professionals, and staff to ensure clear and accurate exchange of information
• Ability to adapt quickly to changing priorities and unexpected situations
• Problem solving skills to identify issues and formulate effective solutions
• Self-starter; driven to take action without needing prompting
• Ability to prioritize tasks and manage time efficiently to meet deadlines
• Written and verbal communication skills
• Knowledge of Medical Terminology
• Knowledge of medical records processing in various electronic record systems, if applicable